Executive Assistant to the Board

Executive Assistant – Full-Time

Reporting To: The Directors

Date: November 2025

Salary band: £38,000 – £45,000 per year

Schedule: Monday to Friday, In-person

Position Summary

The Full-Time Executive Assistant will provide high-level administrative and strategic support to the Directors of a family-run international business, including one Director based in the US. This role is pivotal in enabling the leadership team to focus on strategic transformation over the next three years. The EA will manage communications, calendars, documentation, and strategic initiatives, ensuring operational efficiency, governance alignment, and cross-border coordination. The ideal candidate is proactive, highly organized, and capable of handling sensitive information with discretion and professionalism.

Key Duties & Responsibilities

· Inbox Management: Monitor and manage emails forwarded by the Directors, ensuring timely follow-ups and prioritization.

· Calendar Management: Coordinate and maintain calendars across UK and US time zones, schedule meetings and appointments, and optimize time management.

· Expense Tracking: Manage and reconcile expense reports, track receipts, and ensure timely submission for reimbursements.

· Task Management: Maintain task lists and ensure timely follow-through on action items and deliverables.

· Report Creation: Draft, format, and prepare internal and external reports, presentations, and documentation.

· Travel Arrangements: Organize travel plans, itineraries, and accommodations for Directors.

· Strategic Project Support: Assist in the execution of special projects and support initiatives aimed at strengthening business systems and operational maturity.

· Meeting Coordination: Prepare agendas, take minutes, and manage strict and timely follow-ups for internal and external meetings.

· Stakeholder Liaison: Communicate professionally with senior stakeholders, clients, vendors, and partners.

· Governance & Documentation Support: Maintain and organize key business documentation, including board minutes, SOPs, and compliance records to support strategic transformation.

· Operational Readiness: Support the collation of materials that may be required for future business opportunities, including financial summaries, operational reports, and organizational charts.

· Confidential Liaison: Act as a trusted point of contact for internal and external stakeholders, maintaining discretion in a family business environment.

Required Qualifications, Knowledge, Experience & Skills

· Proven experience as an Executive Assistant or similar administrative role.

· Excellent organizational, time management, and multitasking skills.

· Strong written and verbal communication abilities.

· High attention to detail and discretion with confidential information.

· Proficiency with Microsoft Office Suite, Google Workspace, and task/project management tools (e.g., Asana, Trello, Teams Planner, or similar).

· Ability to work independently and take initiative.

· Confident, proactive, and able to anticipate needs in a fast-paced environment.

· Emotional intelligence and professionalism in navigating family business dynamics.

· Experience supporting cross-border teams or executives across time zones is a plus.

What Success Will Look Like

· Directors' time consistently focused on strategic leadership and long-term initiatives.

· All meetings prepared with clear agendas, minutes, and follow-ups.

· Internal cadence of meetings and reporting aligned with strategic transformation milestones.

· Key documentation and governance materials organized and accessible for future opportunities.

· EA acts as a central hub for coordination across UK and US leadership.

Benefits

· Salary region: £38,000 – £45,000

· Profit share scheme after successful probation

· 28 days holiday, including statutory Bank Holidays

· Pension scheme

· Free on-site parking

· Comfortable, spacious, air-conditioned offices with easy access

· Regular, free company lunch

Job Type: Full-time

Pay: £38,000.00-£45,000.00 per year

Application question(s):

• Are you able to drive to Sheerness for work?

Work Location: In person